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25 March 2020 Commencing at 1.00Pm Notice of Meeting A meeting of the Tararua District Council will be held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 25 March 2020 commencing at 1.00pm. Blair King Chief Executive Agenda 1. Present 2. Council Prayer 3. Apologies 4. Public Forum A period of up to 30 minutes shall be set aside for a public forum. Each speaker during the public forum section of a meeting may speak for up to five minutes. Standing Orders may be suspended on a vote of three-quarters of those present to extend the period of public participation or the period any speaker is allowed to speak. With the permission of the Mayor, members may ask questions of speakers during the period reserved for public forum. If permitted by the Mayor, questions by members are to be confined to obtaining information or clarification on matters raised by the speaker. 5. Notification of Items Not on the Agenda Major items not on the agenda may be dealt with at this meeting if so resolved by the Council and the chairperson explains at the meeting at a time when it is open to the public the reason why the item was not listed on the agenda and the reason why discussion of the item cannot be delayed until a subsequent meeting. Minor matters not on the agenda relating to the general business of the Council may be discussed if the chairperson explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at that meeting, but no resolution, decision or recommendation may be made in respect of that item except to refer it to a subsequent meeting. 6. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business 7. Personal Matters 8. Confirmation of Minutes 5 Recommendation That the minutes of the Council meeting held on 26 February 2020 (as circulated) be confirmed as a true and accurate record of the meeting. 9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda 10. Community Boards and Community Committees Reports 10.1 Dannevirke Community Board 15 Recommendation That the report of the Dannevirke Community Board meeting held on 2 March 2020 (as circulated) be received. 10.2 Eketahuna Community Board 21 Recommendation That the report of the Eketahuna Community Board meeting held on 9 March 2020 (as circulated) be received. 10.3 Pahiatua On Track 26 Recommendation That the report of the Pahiatua On Track meeting held on 4 March 2020 (as circulated) be received. 10.4 Woodville Districts' Vision 28 Recommendation That the report of the Woodville Districts’ Vision meeting held on 3 March 2020 (as circulated) be received. Tararua District Council – Notice of Meeting – 25 March 2020 Page 2 Note: Any of the Community Boards and Community Committees may send a representative to address the Council on any issues within the agenda or matters of interest to them. 11. Reports 11.1 Appointment of the Council's Electoral Officer 31 11.2 Audit and Risk Committee 38 Recommendation That the report of the Audit and Risk Committee meeting held on 17 March 2020 (as circulated) be received. 11.3 Adoption of Council's Draft Annual Plan 2020/21 45 11.4 Staff Report 73 12. 2020 Local Government New Zealand Conference This year’s Local Government New Zealand annual conference (subject to it proceeding) will be held in Blenheim from 16 to 18 July 2020. The theme for the conference is “Natural Capital: Leveraging what makes your place great.” A copy of the conference programme is available on their website lgnz.co.nz. For the purpose of determining Council’s delegates to attend the following recommendation is made. Recommendation That the Mayor – Mrs T H Collis, Crs E L Peeti-Webber (Deputy Mayor), R A Treder and S M Wards be registered as the Council’s delegates to attend the annual Local Government New Zealand conference held in Blenheim from 16 to 18 July 2020. 13. Local Government New Zealand Annual General Meeting To determine the Council’s delegates to vote on its behalf at the Local Government New Zealand Annual General Meeting held on 18 July 2020 the following recommendation is made. Recommendation That the Council, being a member of Local Government New Zealand, appoint the Mayor – Mrs T H Collis as the presiding delegate to vote on its behalf at the Annual General Meeting of Local Government New Zealand held on the eighteenth day of July 2020 and at any adjournment thereof, and That the Deputy Mayor – Cr E L Peeti-Webber be appointed as the alternative delegate to vote on the Council’s behalf in the absence of the Mayor. Tararua District Council – Notice of Meeting – 25 March 2020 Page 3 14. Portfolio Reports Councillors assigned the responsibility to undertake the portfolio for a specific activity can report back on any of these matters. 15. Mayoral Matters 16. Items not on the Agenda Accepted in Accordance with the Procedure Outlined as per Agenda Item 5 17 Public Excluded Items of Business Recommendation That the public be excluded from the following parts of the proceedings of this meeting, namely: Chief Executive’s Performance Review The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows. General subject matter Reason for passing this Ground(s) under to be considered resolution in relation to each Section 48 (1) for matter the passing of this resolution Chief Executive’s To protect the privacy of Section (1)(a)(i) performance review natural persons This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows: s7(2)(a) The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person. 18. Closure Tararua District Council – Notice of Meeting – 25 March 2020 Page 4 Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 26 February 2020 commencing at 1.00pm. 1. Present Her Worship the Mayor - Mrs T H Collis, Crs E L Peeti-Webber (Deputy Mayor), A K Franklin, S A Hull, C J Isaacson, P A Johns, K A Sutherland, R A Treder and S M Wards. In Attendance Mr B King - Chief Executive Mr R Taylor - Governance Manager Mr R Suppiah - Chief Financial Officer Mr C McKay - Finance Manager Ms G Tracy - Financial Accountant Mr H Featonby - Alliance Planning Manager Ms E Roberts - Revenue Manager Mr C Lunn - Manager Regulatory Services Ms A Rule - Economic Development Advisor Mr P Sinclair - Community Assets and Property Manager Ms B Fowler - Financial Accountant 2. Council Prayer 2.1 The Mayor opened the meeting with the Council Prayer. 3. Apologies 3.1 Nil 4. Public Forum 4.1 Nil 5. Notification of Items Not on the Agenda 5.1 Nil Meeting of Tararua District Council – 25 March 2020 Page 5 6. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business 6.1 Cr Hull declared a conflict of interest regarding item of business 11.5 concerning Section 17A of the Local Government Act 2002 service reviews for the parks and reserves activity. 7. Personal Matters 7.1 Congratulations have been conveyed by the Mayor to acknowledge the following achievements: Francis Walshe, Rose Stewart, Theresa Mills, Kevin Barrow and Jo Donnelly - fifteen years of service each to St Vincent de Paul Ella, Brooklyn and Haiden Rankin - New Zealand Horse and Pony Nationals 8. Confirmation of Minutes 8.1 That the minutes of the Council meeting held on 29 January 2020 (as circulated) be confirmed as a true and accurate record of the meeting. Crs Hull/Isaacson Carried 9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda 9.1 Nil 10. Community Boards and Community Committees Reports 10.1 Dannevirke Community Board 10.1.1 That the report of the Dannevirke Community Board meeting held on 3 February 2020 (as circulated) be received. Crs Sutherland/Peeti-Webber Carried 10.2 Eketahuna Community Board 10.2.1 That the report of the Eketahuna Community Board meeting held on 10 February 2020 (as circulated) be received. Crs Treder/Hull Carried 10.2.2 Eketahuna Walk Pamphlets 10.2.2.1 A copy of the Eketahuna walk pamphlets produced by Eketahuna Camping Ground managers Loreen and Kerry Cunningham has been provided to Council’s economic development and communications department for their reference. 10.2.3 Anzac Mounted Troopers Anzac Day Event 10.2.3.1 The visit of the Anzac Mounted Troopers to join with Eketahuna community on Anzac Day is a significant event that shall form part of these commemorations this year. Page 6 Meeting of Tararua District Council – 25 March 2020 10.2.4 Eketahuna Recycling Facility 10.2.4.1 The concern raised by a resident regarding the appearance of Eketahuna recycling facility is noted, as generally it is tidy and well maintained.
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